RFP 049302625_Environmental Engineering.pdf

DGS-30-304 Page 1 of 13 (VT Rev. 5/24)

Request for Proposal # 049302625

For

Term Contract for Professional Services for Environmental Engineering

June 23, 2026

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by Virginia Tech law relating to discrimination in employment.

DGS-30-304 Page 2 of 13

RFP Number: 049302625

Title: TERM CONTRACT FOR PROFESSIONAL SERVICES FOR

ENVIRONMENTAL ENGINEERING

Commodity Code: 90600 and 92500 – Architectural and Engineering Services

Issuing Agency & Address: Virginia Polytechnic Institute and State University (“Virginia Tech”, “Owner”, “Agency”) Procurement Department 300 Turner Street, Suite 2100 Blacksburg, VA 24061

Location of Work: Any Virginia Tech owned, leased, or occupied property throughout the Commonwealth of Virginia

Period Of Contract: One Year with option for 3 additional term renewals

All inquiries for information shall be submitted in writing by e-mail no later than 10 days prior to the proposal due date.

To: Kim Widrig, Senior Contracts Officer E-mail: kdcromer@vt.edu

NO QUESTIONS WILL BE ANSWERED BY PHONE

All responses to the emailed inquiries will be answered and posted to the eVA website as an addendum.

Sealed proposals for furnishing the services described herein will be received until 3:00 PM local time on July 16, 2026. Proposals must reach the electronic proposal submission system by the stated deadline. Information on submitting to the system can be found below.

mailto:kdcromer@vt.edu

DGS-30-304 Page 3 of 13

PROPOSAL SUBMISSION:

*Please note, proposal submission procedures have changed effective March 2023.

Proposals may NOT be hand delivered to the Procurement Office.

Proposals should be submitted electronically through Virginia Tech’s procurement portal. This portal allows you access to view business opportunities and submit bids and proposals to Virginia Tech digitally and securely.

Proposals must be submitted electronically at:

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=VATech

Offerors will need to register through this procurement portal, hosted by Jaggaer. It is encouraged for all Offerors to register prior to the proposal submission deadline to avoid late submissions. Registration is easy and free. If you have any challenges with the registration process, please contact Jaggaer Support at 1-800-233-1121 or procurement@vt.edu.

Click on the opportunity and log in to your account to begin preparing your submission. Upon completion, you will receive a submission receipt email confirmation. Virginia Tech will not confirm receipt of proposals. It is the responsibility of the offeror to make sure their proposal is delivered on time.

Hard copy or email proposals will not be accepted. Late proposals will not be accepted, nor will additional time be granted to any individual Offeror.

Attachments must be smaller than 50MB in order to be received by the University.

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=VATech mailto:procurement@vt.edu

Offerors submitting proposals must be properly registered and licensed with the Virginia Department of Professional & Occupational Regulation (“DPOR”) as per the most recent version of the Virginia Tech Construction and Professional Services Manual (“VTCPSM”). The VTCPSM and the Virginia Tech Design and Construction Services Manual (‘VTDCSM”) shall be collectively referred to as the “VT Manual.” For Offerors with multiple offices, the specific office submitting the proposal must be properly registered and licensed with DPOR. Proposals submitted by Offeror (or specific offices of Offeror) who are not properly registered and licensed shall not be considered.

In compliance with this Request for Proposals (“RFP”), which includes all provisions and appendices attached and referenced therein, and subject to all the terms and conditions set forth herein, the undersigned offers and agrees to furnish the services described in the RFP cited above and submit this signed proposal which includes this completed and signed Offer Cover page, the completed and signed Forms AE-1, AE-2, AE-3, AE-4, AE-5 and AE-6 and other data as required by the RFP. It is understood that this proposal and the scope of services may be modified, by mutual agreement in subsequent negotiations.

The undersigned further acknowledges that they are familiar with the current Virginia Tech Campus Design Principles and agrees that, if selected for this Project, will provide design submittals that fully comply with these principles.

[NOTE: Electronic copies of A/E Data Forms AE-1 through AE-6 (DGS-30-004) and the eVA Vendor Registration Form (DGS-30-384) are available for download at the following website: http://forms.dgs.virginia.gov/ ]

Name And Address of Offeror:

_________________________________ Date: ____________________________

_________________________________ By_______________________________

(Signature in Ink) _________________________________ Typed Name: ______________________

_______________________Zip: ___ Title: _____________________________

FEIN/SSN # _______________________ Telephone No.( ___) _______________

Email Address:_____________________

EVA VENDOR REGISTRATION REQUIREMENT. The Offeror shall be a registered vendor in eVA.

See eVA Vendor Registration requirements attached hereto as Appendix A.

http://forms.dgs.virginia.gov/

I. APPLICABILITY OF THE VT MANUAL:

The VT Manual shall apply to the contract awarded pursuant to this RFP and is incorporated by reference herein in its entirety.

Offeror's attention is directed to Chapter 2, Definitions, of the VTCPSM, for definitions of terms used in this RFP. The terms “Virginia Tech,” “University,” “Agency” and "Owner" are used interchangeably in the material referenced in this RFP and each refers to the public body, Virginia Polytechnic Institute and State University, issuing this solicitation for services and with whom the successful Offeror will enter into an agreement.

Offeror's attention is also directed to the Terms and Conditions of the A/E Contract (CO-3a).

II. PURPOSE:

Virginia Tech often needs professional services for environmental engineering assistance for discrete, small projects such as investigations, studies, reports, design of small projects, and related services. The aim of this RFP is to contract with an Offeror who will agree to be available to provide these services in a timely manner, thereby reducing Virginia Tech’s cost and time for advertising and developing numerous RFPs, and generally to increase the Virginia Tech’s efficiency in obtaining professional services.

The purpose and intent of this RFP is to solicit proposals for a Term Contract for such professional services for environmental engineering to be provided on an "as needed" basis pursuant to Project Orders issued during the contract term.

III. VIRGINIA TECH’S RIGHT TO ISSUE RFP’S AND PROJECT ORDERS:

Virginia Tech reserves the right, at its sole discretion, to issue RFPs for similar work, for other disciplines or types of work, and for other projects as the need may occur. An Offeror may have only one A/E Term Contract in effect with Virginia Tech or its subsidiaries or branches at any time.

Virginia Tech also reserves the right to issue Project Orders to other Offerors under Term contracts at its sole discretion, based on its evaluation of each Offeror’s qualifications, expertise, current workload, capabilities, performance record, location or distance to the project, and other factors as may be pertinent to the particular project.

IV. SCOPE OF SERVICES:

The selected Offeror shall furnish all expertise, labor and resources, in accordance with the requirements of the VT Manual, to provide complete services necessary for Project Order(s) issued during the Contract Term. The following generally summarizes the types of scopes of services that the Offeror may be required to perform, depending on the individual Project Orders:

A. Prepare an A/E cost estimate for proposed projects;

B. Comply with and promote University initiatives, including Gender-neutral bathrooms, Universal Design, and Stormwater initiatives in all designs and studies; and

C. Other types of professional services of a nature consistent with the intent of the RFP.

A/E firms completing project orders for work, such as feasibility studies, programming, or bridging documents, shall not be precluded from participating in subsequent competitive negotiation procurements for future services arising from such work. All work product produced, such as feasibility studies, programming, or bridging documents, shall be provided to the Owner for inclusion as attachments in any subsequent competitive negotiation procurements related to the project.

V. RELATED INFORMATION and REFERENCE MATERIAL

See VT Manual. The successful consultants shall refer to the VT Manual and adhere to all the procedural and technical requirements in the design of this project. Any deviation(s) shall be brought to attention for processing a waiver request when appropriate. If any conflicts exist between the VT Manual and the current adopted version of the Virginia Uniform Statewide Building Code, the more restrictive requirement shall take precedence.

https://www.facilities.vt.edu/content/dam/facilities_vt_edu/design-and-construction-standards/vt-design-and-construction-standards-manual-2022.pdf https://www.facilities.vt.edu/content/dam/facilities_vt_edu/design-and-construction-standards/vt-construction-and-professional-services-manual-2020.pdf

See also Campus Design Principles, adopted 2010.

https://vtechworks.lib.vt.edu/bitstream/handle/10919/93584/campus-design-principles.pdf?sequence=1&isAllowed=y

Signage, wayfinding, and brand. Refer to VTDCSM for interior and exterior signage and wayfinding standards and visit the Virginia Tech Brand Center for logo and brand color guidelines.

https://brand.vt.edu/

See Virginia Tech 2020 Climate Action Commitment Documentation. Refer to the VT CAC Final Report Rev 10-27, and associated Appendices, approved by the Board of Visitors, March 2021:

https://www.facilities.vt.edu/sustainability/climate-action-commitment.html

See also Beyond Boundaries 2047: the Campus Plan, adopted November 2018:

https://vtechworks.lib.vt.edu/handle/10919/87075

VI. PARTICIPATION OF SMALL BUSINESSES AND MICRO BUSINESSES:

Under Executive Order 35 (2019), Cabinet Secretaries and all executive branch agencies are directed to continue and advance the following on a race and gender-neutral basis: exceed a target goal of 50% on discretionary spending with small businesses certified by the Virginia Department of Small Business and Supplier Diversity (“DSBSD”).

Owner’s Small Business Participation Goal: 50 % https://www.facilities.vt.edu/content/dam/facilities_vt_edu/design-and-construction-standards/vt-design-and-construction-standards-manual-2022.pdf https://www.facilities.vt.edu/content/dam/facilities_vt_edu/design-and-construction-standards/vt-design-and-construction-standards-manual-2022.pdf https://www.facilities.vt.edu/content/dam/facilities_vt_edu/design-and-construction-standards/vt-construction-and-professional-services-manual-2020.pdf https://www.facilities.vt.edu/content/dam/facilities_vt_edu/design-and-construction-standards/vt-construction-and-professional-services-manual-2020.pdf https://vtechworks.lib.vt.edu/bitstream/handle/10919/93584/campus-design-principles.pdf?sequence=1&isAllowed=y https://vtechworks.lib.vt.edu/bitstream/handle/10919/93584/campus-design-principles.pdf?sequence=1&isAllowed=y https://brand.vt.edu/ https://www.facilities.vt.edu/sustainability/climate-action-commitment.html https://vtechworks.lib.vt.edu/handle/10919/87075

VII. PROPOSAL REQUIREMENTS:

A. Proposals shall be signed by an authorized representative of Offeror. By submitting a proposal, the Offeror certifies that all information provided in response to this RFP is true and accurate. Failure to provide information required by this RFP will ultimately result in rejection of the proposal.

B. Proposals should be prepared simply and economically, providing a straightforward, concise description of the Offeror's capabilities for satisfying the requirements of the RFP. Emphasis should be on completeness and clarity of content.

C. Offeror’s proposal shall include: the completed and signed RFP cover page 1; the completed and signed Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6.

Descriptions of these forms and instructions for completing the forms are included in the link below. The AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5, AE-6 data forms are available for download from the DGS Forms Center website (http://forms.dgs.virginia.gov).

D. Offeror shall acknowledge any issued addenda in the proposal

E. Any information thought to be relevant, but not specifically applicable to the enumerated scope of Work, may be provided as an appendix to the proposal. If publications are supplied by the Offeror to respond to a requirement, the response should include reference to the document number and page number. Publications provided without such reference will not be considered relevant to the RFP.

VIII. EVALUATION AND AWARD OF CONTRACTS:

A. Evaluation Criteria: Proposals shall be evaluated by Virginia Tech using the following criteria:

1. Expertise, experience, and qualifications of the Offeror's personnel in each discipline that may provide services relevant to the RFP.

2. Expertise, experience and qualifications of any special consultants proposed.

3. Geographic location of the Offeror's office where work will be performed in relation to the project location(s).

4. Offeror's plan to respond to requests for services and ability to complete any

Project Orders in a timely manner.

5. Expertise and past experience of the Offeror in providing services on other Term

Contracts or on projects of similar size, scope and features as those required for the Scope of Services on this RFP.

6. Offeror's willingness to provide services on the small projects associated with

Term Contracts for a reasonable fee as determined by Virginia Tech.

7. Offeror's recent (past 5 years) experience / history in designing project within the established "Design-not-to-exceed" budget.

http://forms.dgs.virginia.gov/

8. Offeror's experience in providing services in conformance to the Virginia Tech's VT Manual including Codes, Standards, Accessibility and Building Efficiency.

9. Use of small businesses as consultants, subcontractors, suppliers or support services.

10. Size of the Offeror relative to the size of the project(s).

11. Financial Responsibility as evidenced by the Offeror carrying Professional Liability

Insurance.

12. Generally, the selection committee will consider the Offeror's overall suitability to provide the services for the Term Contract within the time, budget and operational constraints that may be present, and the comments and/or recommendations of the Offeror's previous clients, references and others.

B. AWARD OF CONTRACT: Virginia Tech shall engage in individual discussions and interviews with two or more offerors deemed fully qualified, responsible and suitable on the basis of initial responses, and with professional competence to provide the required services. Repetitive informal interviews are permitted. Offerors shall be encouraged to elaborate on their qualifications, performance data, and staff expertise relevant to the proposed contract. At the conclusion of the informal interviews, on the basis of evaluation factors published in the Request for Proposal and all information developed in the selection process to this point, Virginia Tech shall rank, in the order of preference, the interviewed Offerors whose professional qualifications and proposed services are deemed most meritorious.

Negotiations shall then be conducted with the Offeror(s) ranked highest to establish acceptable MOUs, including marked up hourly rates considered fair and reasonable, and which compare favorably with the typical labor rates for the various Offeror skill levels required for the work. A contract award will be made only to the selected Offeror(s) in which an acceptable MOU has been negotiated.

Proprietary information from competing Offerors (including any data on estimated manhours or rates and the plan for accomplishing the scope of work) will not be disclosed to the public or to competitors provided such information is duly marked as "Proprietary Information" by the Offeror and the designation is justified as required by §2.2-4342, Code of Virginia, as revised.

A/E Term Contracts are not exclusive. Virginia Tech may issue separate RFPs for similar work and other projects as the need may occur. Virginia Tech may issue Term Contracts to not more than four of the fully qualified and best suited Offerors interviewed from a particular A/E Term Contract RFP advertisement and selection process.

IX. FEES:

A. The Memorandum of Understanding prepared by Virginia Tech will document the negotiated acceptable labor rates for the various A/E classifications/disciplines/skill levels. These rates will be used by Virginia Tech in arriving at lump sum fees and any hourly rate work that is authorized by Virginia Tech for Project Orders issued under the Term Contract resulting from this solicitation.

The MOU shall identify the following labor categories, as applicable, using the naming conventions outlined below to ensure consistency with industry standards. The use of ‘senior’ position titles is permitted; however, such titles must be accompanied by a clear description of the responsibilities assigned to personnel in those roles.

• Project Manager

• Architect o Discipline can be noted as such: Landscape Architect, etc.

• Cost Estimator

• Drafter/Intern

• Designer

• Engineer o Discipline can be noted as such: Structural Engineer, Civil Engineer, etc.

• Interior Designer

• Specification/Report Writer

• Typist/Clerical o Inclusive of administrative positions

If there are additional labor categories that apply to the work, and not listed above, Offeror may propose additional labor categories for Owner review and consideration.

B. If a Project Order is to be performed on a lump sum basis, Virginia Tech shall determine a lump sum based on the Scope of Service required, the estimated man-hours required for each classification/discipline/skill level, and the labor rates agreed upon during the contract negotiations.

C. Any individual Project Order fee shall not exceed $2,500,000 and the aggregate total of fees for all Project Orders issued during the Contract Term shall not exceed $10,000,000. Owner reserves the right, at its sole discretion, to revise the Project Order and Aggregate totals, provided for herein, to ensure compliance with the VT Manual, regulatory and/or statutory requirements.

X. CONTRACT TERM:

Under this Contract, Project Orders may be issued up to one year following the date of execution of this Contract. The contract is limited to a term of one year or when the cumulative total project fees reach $10,000,000, whichever occurs first. This period shall be referred to as the "Contract Term." If a Project Order is issued during the Contract Term which, in the aggregate total of it, all previously issued Project Orders and any Change Orders to the previous Project Orders, reaches the $10,000,000 limit, then no further Project Orders may be issued during that Contract Term. It is understood that the Offeror's Work under the Project Orders issued may not be completed during the Contract Term; however, all terms and conditions of this Contract, including all rights and obligations, shall survive until the Work is completed, except the Owner's right to issue, and the Offeror's right to accept, additional Project Orders.

The Owner may, at its sole discretion, renew the Contract for additional Contract Terms provided the option to renew was indicated in the RFP. If the Owner exercises its option to renew, the next Contract Term shall begin on the date the Owner notifies the Offeror that the option to renew is being exercised or one year from the beginning date of the previous term, whichever occurs first. A new aggregate limit of $10,000,000 shall apply to the new Contract Term, without regard to the dollar amounts of Project Orders issued during the previous

Contract Term. Any unused amounts from the previous Contract Term are forfeited, shall not carry forward to the next Contract Term, and the previous Contract Term shall be considered closed. However, all terms and conditions of the previous Contract Term, including all rights and obligations, shall survive until the Work of the previous Contract Term is completed, except the Owner's right to issue, and the Offeror's right to accept, additional Project Orders. The contract shall be limited to a term of one (1) year, with up to 3 term renewals, at Virginia Tech’s discretion.

XI. PROJECT ORDERS:

The first Project Order may be issued at any time during the term of the A/E Term Contract.

It will authorize the Offeror to perform the Work for a lump sum amount or at the marked up hourly rates agreed to and set forth in the MOU attached to the A/E Term Contract. The maximum fee allowed for any Project Order is $2,500,000 which includes all fees and reimbursable expenses and contingencies.

It is understood that more than one Project Order may, at the Owner's sole discretion, be offered to the Offeror during the Contract Term. Although the potential exists for multiple project orders during the Contract Term with aggregate fees up to $10,000,000, Virginia Tech does not represent or guarantee that the Offeror will receive any Project Orders.

XII. APPENDICES:

Appendix A: eVA Vendor Registration Requirements (DGS-30-384) Appendix B: Terms and Conditions of the A/E Contract (CO-3a) Appendix C: Special Terms and Conditions dated September 9, 2023

Appendix A eVA Vendor Registration Requirements eVA Business-to-Government Vendor Registration, Contracts, and Orders: The eVA Internet electronic procurement solution, web site portal www.eVA.virginia.gov, streamlines and automates government purchasing activities in the Commonwealth. The eVA portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide construction and/or professional services to the Commonwealth shall participate in the eVA Internet e-procurement solution by completing the free eVA Vendor Registration. All bidders or offerors must register in eVA and pay the Vendor Transaction Fees specified below; failure to register will result in the bid/proposal being rejected.

Vendor transaction fees are determined by the date the original purchase order is issued and the current fees can be found on the eVA website at https://eva.virginia.gov/eva-billing.html.

eVA Orders and Contracts: It is anticipated that the contract will result in multiple purchase orders (i.e., one for each delivery requirement) with the applicable eVA transaction fee assessed for each order.

https://eva.virginia.gov/eva-billing.html

Appendix B

Terms and Conditions of the A/E Contract (CO-3a)

Appendix C

Special Terms and Conditions dated September 9, 2023

Request for Proposal # 049302625